Personal and Administrative Assistant

Job Description

Position Title: Personal and Administrative Assistant

Reports To: CEO / Managing Director

Location: Kuwait

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Position Overview

The Administrative Assistant & Personal Assistant provides comprehensive support to the CEO/Managing Director and ensures smooth administrative and operational coordination within the Lighting & Smart Home business. The role involves managing schedules, handling communications, maintaining documentation, and supporting project, client, and supplier activities to ensure efficiency and confidentiality at all times. Arab national or can speak and write Arabic and English.

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Key Responsibilities

Executive & Personal Support

• Manage the CEO’s calendar, schedule appointments, and coordinate meetings with clients, suppliers, and internal teams.

• Draft, review, and manage correspondence, reports, and official communications.

• Handle confidential information with discretion and professionalism.

• Coordinate travel arrangements, itineraries, and personal tasks as required.

Administrative & Office Management

• Maintain organized filing systems (digital & physical) for contracts, invoices, supplier agreements, and client documents.

• Prepare meeting agendas, minutes, and follow-up actions.

• Support recruitment coordination, onboarding, and HR documentation as required.

• Liaise with internal departments (Finance, Projects, Warehouse, Sales) for smooth flow of operations.

Client & Supplier Coordination

• Serve as the point of contact for suppliers (local & international) for quotations, contracts, and shipment follow-ups.

• Assist in preparing proposals, presentations, and client communications.

• Track and update supplier/client correspondence logs.

Operational Support

• Support project managers with administrative tasks related to Lighting & Smart Home installation schedules.

• Monitor deadlines, purchase orders, and warranty documents to ensure compliance.

• Assist in expense tracking and petty cash reconciliation.

Accountabilities

• Ensuring 100% confidentiality and accuracy of executive schedules, documents, and communications.

• Timely and professional handling of client and supplier requests.

• Maintaining complete, up-to-date records of contracts, invoices, and communications.

• Smooth coordination of administrative activities to reduce delays in operations.

Competencies

• Organizational Skills: Ability to manage multiple priorities with accuracy and efficiency.

• Communication: Excellent verbal and written English (Arabic is a plus); professional email and correspondence etiquette.

• Technical Knowledge: Familiarity with Lighting & Smart Home Systems (basic understanding of products, terminology, and project flow).

• Confidentiality & Integrity: Discreet handling of sensitive information.

• Problem Solving: Ability to anticipate needs, provide solutions, and follow up proactively.

• Tech-Savvy: Proficiency in MS Office, Google Workspace, and ERP/CRM systems (Odoo/Xero preferred).

Key Performance Indicators (KPIs)

• Calendar & Meeting Management: 95% accuracy in managing CEO’s schedules and avoiding conflicts.

• Documentation Accuracy: 100% compliance in filing, record keeping, and retrieval of company/supplier documents.

• Communication Efficiency: Response to client/supplier/internal requests within 24 hours.

• Operational Support: Timely preparation of reports, proposals, and meeting notes (at least 90% on-time delivery).

• Confidentiality & Professionalism: Zero breaches in handling sensitive executive information.

• Process Support: Reduction of administrative delays by ensuring tasks are completed within agreed timelines.

Job Type: Full-time

Pay: KD300.000 - KD400.000 per month